Visa IntelliLink Spend Management Cardholder Training

This training is mandatory for all PNC VISA procurement cardholders. After you finish reviewing this training presentation, you should access the test, also located on Blackboard and labeled “PNC VISA Card Training 2016” The test may be taken more than once. Take the test until you have answered each question correctly. After successfully completing the test, print out the page that has your score. This page is your proof that you have completed the training. It must be presented along with your IIT ID when you pick up your new card.

Card is issued to facilitate the payment process for IIT Use to pay for IIT Purchases Only No Personal Purchases are Allowed All Purchases are the liability of IIT and not the cardholder All Purchases must conform to IIT’s Policies and Procedures Purchases are allowable as described in the VISA Procurement Program Cardholder’s Guide

Who can have a card? Cards are only issued to full-time IIT employees and select contractors if approved by the CFO Cards are only issued to individuals, not departments Cards are not issued to students

Card Management Cards are managed by the Cardholder Cardholders are required to utilize the online management system: IntelliLink All cardholders are required to complete IntelliLink training

Cards are tied directly to funding FOPs One card can be tied to multiple operating funds Cards tied to sponsored funds are limited to the FOP for that fund

These are the requirements for reconciling every card transaction: Attach Receipts Document Business Purpose Affidavit of missing receipt Review of FOP charged Submit Billing Inquiry Form for any improper charges Disputes must be entered within 60 days of the monthly statement date

Disputing improper charges The PNC VISA program requires that any disputed charges be communicated through the use of a dispute form faxed to PNC. Submit this Billing Inquiry Form for any improper charges by printing out the form and faxing or emailing it per the instructions on the form.

This form MUST be used for disputing charges. The form can be accessed here: Billing Inquiry Form

Best Practices in reconciling purchase transactions Access IntelliLink regularly and upload receipts as you make purchases. Purchase transactions may take 48 hours to post to your account. Document “Business Purpose” when you upload receipts Submit for approval as you complete recording for each transaction

Roles – PCard Administrator Initiate card accounts Set up approval work flows Make requested and approved changes to accounts Assign Managers and approval levels Audit accounts

Roles- Cardholders and/or Account holders All Cardholders have an account All Managers and Delegates have an account even though they may not have a card themselves One must have an account to access the online management system (IntelliLink) Can assign a Delegate to complete certain administrative tasks

Responsibilities – Cardholder Safeguard the use of the card Immediately report loss of card or compromise of card information to the issuing bank Immediately respond to bank initiated fraud inquiries Access IntelliLink to document each purchase transaction

Responsibilities – Cardholder Attach a scanned receipt for every transaction Document the business purpose of every transaction When necessary, assign delegates to comply with card management timelines Dispute inaccurate transactions by using the appropriate bank required form When card is linked to multiple FOPs assign transactions to the correct FOP by the 25th of the month after the completed billing cycle Complete reconciliation of all transactions and submit for Manager approval within one month of the end of the billing cycle.

Roles-Delegate Must have an account to access IntelliLink Is assigned administrative tasks Transcribing business purpose prepared by Cardholder Attaching receipt images Reviewing FOAP charged

Delegate – Limitations The responsibility for accuracy of the information entered by the Delegate always stays with the Cardholder. The Delegate can only perform administrative functions The Delegate cannot approve any transaction

Roles-Manager The Manager must have an account to access Intellilink Has approval authority at the level assigned by the Administrator Regularly signs into IntelliLink Views transactions awaiting approval in a timely basis Determines if receipts are attached and business purpose is adequately described

Managers-Responsibilities Managers must work with Cardholders to assure compliance Managers that do not approve Cardholder accounts on time expose the cardholder to risk of suspension of account Audit findings of missing receipts and inadequate statements of business purpose on transactions that have been approved by Managers may result in the suspension of the Manager’s account access as well as the Cardholder’s account.

Managers- Unable to Perform Duties Managers who are temporarily unable to perform their Approver duties must contact the Administrator to arrange a temporary Approver to perform said duties. A temporary Approver must be at the same or higher level than the delegating Manager Temporary approvers must either have an existing account or must apply for a new account

IntelliLink – Online Management System This is the only management system for the VISA card Access requires submission of an application specific to the Cardholder

Reconciliation of Transactions Review transaction accuracy Attach receipts Document business purpose Submit transaction for Manager review and approval Complete all reconciliations within the required time period

Login Instructions To log in go to: https://intellilink.spendmanagement.visa.com

Cardholders/Approvers will have a Username and temporary password which you will be prompted to change at initial login. Your Username will not change. It is your e-mail address @iit.edu

At the initial login, each user will be required to identify a memorable word of between 5 and 12 alpha characters. Each time a user accesses the tool, he/she will have to enter 3 characters from that memorable word.

Home Page Features Message from your Administrators. This will change over time. Current Balance shows how much you have spent this month. Credit Limit shows your regular monthly limit. Available credit shows how much you have left to spend this month.

Approver has quick links to view employee spend Home Page Features Last 3 Transactions Links to Statements will only show the past 3. You can go back further if needed elsewhere. Approver has quick links to view employee spend

Home Page offers quick links to view statements.

Click on Account Statements

A green ? Indicated the Transaction has been coded to a default account code. A green √ indicates the transaction has been updated with a new account code or narrative. A red ! Indicates the transaction has not been approved yet by your supervisor. Click on the ? next to the transaction you would like to view

Management of receipts A receipt image is required for every transaction If no receipt is available, an Affidavit of Missing Receipt is required to be completed, scanned, and uploaded for the respective transaction Multiple receipts supporting several transactions can be attached to one page and indexed to each of the transactions

IntelliLink Guide – Receipt Images Within the IntelliLink website, Cardholders have the ability to attach receipt images to transactions. There are two options available to get the receipt image into the website to link to a transaction: Manual upload (uploading a scanned image by browsing your computer or shared drive) Upload via email (emailing an image file from either a computer or smartphone to a unique email address set up for your IntelliLink user ID)

Linking a receipt to a single transaction You can attach a receipt to a single transaction by logging into IntelliLink, where you will then locate the transaction via “Account Statements”. Click on the allocation icon, which is the first icon to the right of the transaction, as shown below.

This will bring up the transaction details window This will bring up the transaction details window. On the “Coding” tab, click on the paper-clip icon at the bottom-right to attach a receipt to this transaction.

This will bring up the “Image Linking” screen This will bring up the “Image Linking” screen. You can click on the Upload button to browse for an image file on your computer or a shared drive.

If you have any images that have previously been emailed/uploaded, you can search for them by opening the Filters option on the right. You can search for images already linked and those that are available to be linked

If you click on “Upload via Email”, you will see the unique email address where you can send image files to your IntelliLink image library. If you have a smartphone, you may prefer to save this unique email address as a contact so that you can send photos of receipts to your IntelliLink image library.

A manually uploaded image will be automatically linked to the transaction.

If, instead, you use an image that is already within your image library, you can click on the image, then click on the “Link” button. Clicking on the thumbnail will allow you to zoom in on the receipt image.

The options on the top-right will allow you to toggle between images that are already linked to transactions in the list, or to the image library to see all images. You can also use the Filters option to find images. Click on an image to select it, where you will then see the “Manage Receipt Links” button.

When the image is linked, you can close out the “Image Linking” window When the image is linked, you can close out the “Image Linking” window. The paper clip icon will turn green to indicate that it has a linked image.

Linking single image to multiple transactions Employees are also able to link a single image to multiple transactions. On the screen listing your transactions (within either Account Statements or Cash Expenses), click on the “Manage Receipt Images” link on the bottom-right.

You can now use the checkboxes to link this image to multiple transactions. This may be useful if you have scanned multiple receipts into a single PDF file, for example.

Retention of Receipts Unless required by the terms of a funding grant, once linked electronically to a transaction, receipts can be discarded

The maximum file size for a single image is approximately 5 MB The maximum file size for a single image is approximately 5 MB. The maximum overall size of attachments to a single image email is approximately 20 MB. Emails have a minimum file size of 2 KB, which allows the system to ignore email signature images. The following file formats are accepted: GIF, JPG, JPEG, TIF, PNG, DOC, DOCX, XLS, XLSX and PDF.

Changing FOP Codes This step only applies to cards that are tied to multiple FOPs. Use these buttons to find the other allowed FOPs Fund Org Fund Acct Prog All cards will be tied to a default FOP and all transactions will be charged to that FOP, however, some Cardholders will have cards tied to multiple FOPs. If that is the case, the Cardholder can make changes, redirecting the transaction to the desired FOP.

Adding a Business Purpose Fund Org Fund Acct Prog The default information provided by VISA is inadequate for business purpose. You MUST provide additional detail. Once all of the segments have been coded complete the Narrative Details with a business purpose (reason for the purchase: who, what, when, where, why). When finished click Save to complete the allocation of the transaction. The business purpose MUST show the transaction as both Necessary and Reasonable.

Documenting Business Purpose A business purpose must be documented to support each transaction It must clearly describe the transaction as both necessary and reasonable The documented business purpose must address the: “who; what; where; when; and why” of the transaction.

Why is a complete business purpose important? If a transaction isn’t documented with a clear business purpose that clearly identifies it as a purchase that benefits IIT, it can be interpreted as a personal purchase, unallowable under IIT policy and classified as taxable compensation for the Cardholder.

Clear and defensible statements of business purpose Think of 5 Ws: Who; What; When; Where; Why Instead of “Bought Lunch” describe: Bought lunch (What) for visiting students (Who) participating on Mies Campus (Where) math competition (Why) on November 8th (When). Business purpose is a transaction that is both “Necessary and Reasonable” in the eyes of the IRS You must document the business purpose to establish that it is not a personal purchase and therefore not compensation that would be taxable to you, personally.

Examples of Documented Business Purpose #1 UNACCEPTABLE -“Sandwiches for lunch” ACCEPTABLE- “Lunch (what) for the visiting high school students(who) attending career day (why) held Nov. 4th (when) on the Mies Campus (where)”

Examples of Documented Business Purpose #2 UNACCEPTABLE -“office supplies” ACCEPTABLE- “Monthly order (when) of office supplies (what) to replenish the Controller’s Office supply cabinet (where) for general department use (who)

Approval Rights Only the Administrator can assign an approval level

Approval Hierarchy Ultimately, the Cardholder’s immediate supervisor is responsible for reviewing the transactions a Cardholder has made.

Approval Process Once statements have been reviewed, receipts attached, business purpose documented, and budget account verified; Cardholder approves each transaction for review by their Direct Supervisor.

Approval Hierarchy Framework-Faculty Faculty to Chair Chair to Dean Dean to Provost

Approval Hierarchy Framework – Staff Staff to Immediate Supervisor Department Head to Vice President Vice President to CFO CFO to President

Consequences for Non-Compliance All transactions must be reconciled and submitted for Manager review and approval with in one month of the end of the billing cycle The Administrator will run monthly reports to determine timely completion of reconciliations Accounts not in compliance with reconciliation requirement will be suspended Repeated evidence of missing receipts will lead to suspension of the card Repeated suspensions or delay of submission to Managers are also performance matters requiring the involvement of the Cardholder’s direct supervisor

Difference between Approval Level and Manager Level The workflow set up for each Cardholder determines how transactions are routed for review A Cardholder is automatically given the Approval 1 level so they can approve their completion of documentation for their own transactions The Cardholder’s immediate supervisor is designated as Manager 1 and given Approval level 2

Approval Levels Are assigned by the Administrator All Cardholders have approval rights as Approver 1 which are required for them to submit their transactions to the next level approver for review. Approver level 2 is assigned to the Cardholder’s direct supervisor who is also designated Manager 1 Approver level 2 will typically be the cardholder’s department Budget Manager who is designated Manager 2 Additional levels of approval can be authorized, but the audited approval process will review approvals at the Manager 2 level only

Paper statements are no longer issued under the PNC VISA Card Program Paper statements are no longer issued under the PNC VISA Card Program. The following is provided as instruction for printing out a statement should that be required.

Printing Monthly Statements Click on the monthly statement you would like to print.

Printing Monthly Statements To print the statement, click View Printable Statement at the bottom of the page.

Printing Monthly Statements Click Open.

Printing Monthly Statements The statement will open in a PDF format and should be printed by clicking on the printer icon at the top of the screen.

FAQ’s

Frequently asked questions… Access/Login Is the user name case-sensitive? The user name is not case-sensitive. Is the password case sensitive? The password is case-sensitive. The password must include a minimum of 8 characters, including one lower-case character, one upper-case character, and one number. Will a user get locked out if that password is entered incorrectly? A user will be locked out of the account after four incorrect password entries. The account will be unlocked after two hours. The Program Administrator can unlock the account for the user. What happens if the user forgets their password? If a user selects the “forgot password” link, a temporary password will be sent to their email account. The user should check both their Inbox and junk email folder for any emails from the application. Is there a session timeout? Yes. The application will timeout after 30 minutes of inactivity.

Frequently asked questions… Access/Login Is there a Second-Layer Authentication? Yes. At the initial login, each user will be required to identify a memorable word of between 5 and 12 alpha characters. Each time a user accesses the tool, he/she will have to enter 3 characters from that memorable word. Will a user get locked out if the memorable word is answered incorrectly? A user will be locked out of the account after four incorrect entries. The account will be unlocked after the two hours. Also, the Program Administrator can reset the memorable word.

Frequently asked questions… How is the Current Limit, Current Balance, and Available Credit calculated? The Current Limit is the credit limit assigned by your Company. This is reset in the system once a month when the statement closes. The credit limit will not change in the system until the cycle closes but will be changed and active on your card. The Current Balance is the balance of all posted transactions. Pending transactions will not be included in this total. Available Credit is calculated based on subtracting the current balance from the credit limit. How much time do I have to change my FOP? FOP must be changed in the same month, no later than the 25th day of the month, when the reporting cycle ends. How much time do I have to enter my receipts and business purposes? Receipts and business purpose must be entered no later than the 15th of the following month, once the reporting cycle ends. It is best to log into Intellilink on a weekly basis.

Additional IntelliLink Training Resources

PNC Provided VISA IntelliLink Training Using Internet Explorer access: the PNC Training Site Self-register to use this site Choose “Other C& IB Training” Choose “Visa Online”

PNC Training Sign On Site

Complete Intellilink Course “Launch” and complete this training

Focus on Specific Topics Use the “Demos” page to select and review individual segments of the overall training presentation.

Thank you for completing this training session. Remember to take the test and, once you have answered all questions correctly, print out the score sheet. You will need the print out as proof that you have completed this training.